ERP Tender Lancashire

ERP Tender Lancashire

The solution must have the standard functions to enable the Contracting Authority to meet its statutory accounting, regulatory and internal reporting duties.

United Kingdom-Leyland: Enterprise resource planning software package

2014/S 010-013536

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

I.1)Name, addresses and contact point(s)

Progress Housing Group
Sumner House, 21 King Street
For the attention of: Lindsey Barrow
PR25 2LW Leyland
UNITED KINGDOM
Telephone: +44 1772450600
E-mail: lbarrow@progresshousinggroup.org.uk
Fax: +44 1772450602

Internet address(es):

General address of the contracting authority: http://www.progressgroup.org.uk

Address of the buyer profile: http://www.mytenders.org/search/Search_AuthProfile.aspx?ID=AA0637

Electronic access to information: www.mytenders.org

Electronic submission of tenders and requests to participate: www.mytenders.org

Further information can be obtained from: Progress Housing Group
Sumner House, 21 King Street
For the attention of: Lindsey Barrow
PR25 2LW Leyland
UNITED KINGDOM
Telephone: +44 1772450600
E-mail: lbarrow@progressgroup.org.uk
Fax: +44 1772450602
Internet address: http://www.progressgroup.org.uk

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: Progress Housing Group
Sumner House, 21 King Street
For the attention of: Lindsey Barrow
PR25 2LW Leyland
UNITED KINGDOM
Telephone: +44 1772450600
E-mail: lbarrow@progressgroup.org.uk
Fax: +44 1772450602
Internet address: http://www.progressgroup.org.uk

Tenders or requests to participate must be sent to: Progress Housing Group
Sumner House, 21 King Street
For the attention of: Lindsey Barrow
PR25 2LW Leyland
UNITED KINGDOM
Telephone: +44 1772450600
E-mail: lbarrow@progressgroup.org.uk
Fax: +44 1772450602
Internet address: http://www.progressgroup.org.uk

I.2)Type of the contracting authority

Body governed by public law
I.3)Main activity

Housing and community amenities
I.4)Contract award on behalf of other contracting authorities

The contracting authority is purchasing on behalf of other contracting authorities: no

Section II: Object of the contract

II.1)Description
II.1.1)Title attributed to the contract by the contracting authority:

Progess Housing Group Ltd – ERP Project.
II.1.2)Type of contract and location of works, place of delivery or of performance

Services
Service category No 7: Computer and related services
Main site or location of works, place of delivery or of performance: North West.
NUTS code UKD

II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)

The notice involves a public contract
II.1.4)Information on framework agreement
II.1.5)Short description of the contract or purchase(s)

The contract comprises of the provision of a financial management, human resource and payroll system or integrated ERP Solution for the Contracting Authority.
The successful contractor will provide a scalable high quality service to the contracting authority, in full compliance with the specification and conditions of the contract provided.
The solution will be utilised by all reporting entities and divisions within the Contracting Authority, currently seven, and will produce Group consolidated accounts. The contract will be for around 230 core users across a number of sites, however with the increased functionality, it is anticipated that all employees will require user access circa 500 employees.
Scope: The solution must have the standard functions to enable the Contracting Authority to meet its statutory accounting, regulatory and internal reporting duties. The key priority areas for improvement on implementation of a new solution include: Procurement and Purchase 2 Pay processes, accounts payable, accounts receivable, management accounts production, corporate reporting and budgets.
The Contracting Authority test of the solutions ability to be future proofed is to be assessed through the functionality in the following areas:
— Mobile working;
— Integrated workflow across the solution;
— Management self-service in the areas of human resources, payroll and corporate reporting.
The estimated value of this contract is 250,000 GBP including VAT.
Note: To register your interest in this notice and obtain any additional information please visit the myTenders Web Site at http://www.myTenders.org/Search/Search_Switch.aspx?ID=111679

The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available at http://www.myTenders.org/sitehelp/help_guides.aspx

Suppliers are advised to allow adequate time for uploading documents and to dispatch the electronic response well in advance of the closing time to avoid any last minute problems.

II.1.6)Common procurement vocabulary (CPV)

48451000, 72212451

II.1.7)Information about Government Procurement Agreement (GPA)
II.1.8)Lots

This contract is divided into lots: no
II.1.9)Information about variants

Variants will be accepted: no
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:

The contract comprises of the provision of a financial management, human resource and payroll system or integrated ERP Solution for the organisation.
The financial management solution must have the following standard functions to enable the organisation to meet its statutory accounting and reporting duties: General ledger accounting, consolidated accounts, purchase order processing and accounts payable, sales invoicing and accounts receivable, fixed assets register, bank reconciliation and reporting.
The human resource (HR) and payroll solution must have the following standard functions to enable the organisation to meet its internal and external reporting duties: Processing of payroll and automated reporting in financial accounts at granular level, online recruitment functionality, recording, monitoring and reporting on training and development and time and attendance and processing employee expenses.
The key priority areas for improvement on implementation of a new solution include:
1. Procurement and Purchase 2 Pay processes – supplier management, requisition and purchase order processes (e-purchasing), goods receipting, electronic invoicing and user friendly intuitive processes for order raisers.
2. Accounts Payable – common supplier list across the group, electronic invoice matching, scanning / OCR/ ICR facilities for invoice capture, multiple payment methods and CIS facilities
3. Management Accounts Production – commitment accounting, automation of accruals and prepayments, bank transaction accounting posted + 24hours and minimal manual journal posting.
4. Reporting of Management and Statutory Accounts – self service functionality for operational management.
5. Budgeting – inputting of budgets in core system, version control and reporting.
6. HR Functionality – On-line self service e.g. expense forms, holidays, sickness, mileage, change of personal details, Recruitment, Training and automated posting/interfaced FRS 102 accruals (leave carry forward).
7. Mobile working – Web enabled accessibility.
8. Accounts Receivable – Non tenant related debt.
The organisations test of the solutions ability to be future proofed is to be assessed through the functionality in the following areas:
— mobile working;
— integrated workflow across the solution;
— management self service in the areas of Human Resources, Payroll and Corporate Reporting.
IT Technical Functionality:
PHG Infrastructure.
Progress Housing Group have virtualised their server estate onto HP blade servers running VMware vSphere 5.5, this is connected to a Hitachi HDS 130 SAN at its Head Office at Sumner House in Leyland. All the production servers (75 of) are located at the Head Office (Sumner House). DR will be provided at the Warwick House office using VMware SRM for failover replication, on a replicated Hitachi SAN. This will be installed and configured March/April 2104.
There is a project underway to extend virtualisation to the desktop, currently running Windows XP on physical PCs, the desktop infrastructure will be moving to Citrix XenDesktop running Windows 7 in the summer of 2014, on thin client terminals. The current network is approximately 500 users and desktops, running on Windows 2008 Active Directory.
PHG Application Requirements.
Technical Scope: The organisation is a Microsoft house, so any implemented software should satisfy the following:
a. Use a SQL Server backend database; ideally SQL Server 2008 R2.
b. Use a ASP.NET 4 framework (forms or MVC) for the application interface.
Estimated value excluding VAT: 250 000 GBP
II.2.2)Information about options

Options: no
II.2.3)Information about renewals

This contract is subject to renewal: no
II.3)Duration of the contract or time limit for completion

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: no
III.2)Conditions for participation
III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers

Information and formalities necessary for evaluating if the requirements are met: Please see PQQ.
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Please see PQQ.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Please see PQQ.
III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts
III.3.1)Information about a particular profession
III.3.2)Staff responsible for the execution of the service

Section IV: Procedure

IV.1)Type of procedure
IV.1.1)Type of procedure

Restricted
IV.1.2)Limitations on the number of operators who will be invited to tender or to participate

Envisaged minimum number 5
IV.1.3)Reduction of the number of operators during the negotiation or dialogue
IV.2)Award criteria
IV.2.1)Award criteria

The most economically advantageous tender in terms of the criteria stated in the specifications, in the invitation to tender or to negotiate or in the descriptive document
IV.2.2)Information about electronic auction

An electronic auction will be used: no
IV.3)Administrative information
IV.3.1)File reference number attributed by the contracting authority:
IV.3.2)Previous publication(s) concerning the same contract
IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document

Time limit for receipt of requests for documents or for accessing documents: 14.2.2014
IV.3.4)Time limit for receipt of tenders or requests to participate

21.2.2014 – 12:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

10.3.2014
IV.3.6)Language(s) in which tenders or requests to participate may be drawn up

English.
IV.3.7)Minimum time frame during which the tenderer must maintain the tender
IV.3.8)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence
VI.2)Information about European Union funds
VI.3)Additional information

Please see Project outline for further details.
(MT Ref:111679)
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: Progress Housing Group will incorporate a minimum ten calendar standstill period at the point information on the award is communicated to tenderes. That notification will provide information on the award decision and will allow unsuccessful tenderes to seek further debriefing from the contracting authority before a contract is entered into. The Public Contracts Regulations 2006(SI 2006 No5) provide for aggrieved parties who have been harmed or are at risk of being harmed by a breach of the rules to take action in the High Court (England, Wales and Northern Ireland).
VI.4.3)Service from which information about the lodging of appeals may be obtained
VI.5)Date of dispatch of this notice:

13.1.2014